HomeMy WebLinkAboutContracts & Agreements_114-2005_CCv0001.pdf AGREEMENT TO FURNISH ENGINEERING SERVICES
FOR WATER DISTRIBUTION HYDRAULIC MODEL UPDATE AND SYSTEM ANALYSIS
This Agreement
greement is made and entered into this 21" day of June, 2005, by and between the City of
Redlands, a municipal corporation(hereinafter"City") and CH2MHill, hereinafter("Consultant").
In consideration of the mutual promises, covenants and conditions hereinafter set forth, City and
Consultant hereby agree as follows:
ARTICLE I - ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant,and Consultant hereby accepts the engagement,to perform
professional consulting services("Services")for Water Distribution Hydraulic Model Update
and System Analysis ("Project").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide high quality
Services for the Project at the level of competency presently maintained by other practicing
professional engineers in the industry providing like and similar types of services.
ARTICLE 2 - SERVICES OF CONSULTANT
2.1 The specific Services which Consultant shall perform are more particularly described in
Attachment "A," entitled "Scope of Services," which is attached hereto and incorporated
herein by this reference,
2.2 Consultant shall comply with all applicable Federal, State and local rules, laws and
regulations in the performance of this Agreement including,but not limited to,all applicable
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Labor Code and prevailing wage laws.
ARTICLE 3 - RESPONSIBILITIES OF CITY
3.1 City shall make available to Consultant information in its possession that is pertinent to the
performance of Consultant's Services.
3.2 City will provide access to and make provisions for Consultant to enter upon City-owned
property or right-of-way as required by Consultant to perform the Services.
3.3 City designates Greg Gage, Project Manager, to act as its representative with respect to the
Services to be performed under this Agreement.
ARTICLE 4 - PERIOD OF SERVICE
4.1 Consultant shall perform the Services in a prompt and diligent manner and in accordance
with the schedule set forth in Attachment "B", entitled '*Project Schedule".
ARTICLE 5 - PAYMENTS TO THE CONSULTANT AND NOTICE
5.1 The total compensation for Consultant's performance of the Services shall not exceed the
amount of$60,000. City shall pay Consultant on a time and materials basis up to the not to
exceed amount, in accordance with Attachment "C", entitled "Project Costs"based on the
hourly rates shown in Attachment "D", entitled "Rate Schedule".
5.2 Consultant shall bill City within ten days following the close of each month by submitting an
invoice indicating the Services performed, who performed the Services, indirect costs, and
the detailed cost of all Services including backup documentation. Payments by City to
Consultant shall be made within 30 days after receipt and approval of Consultant's, invoice,
by warrant payable to Consultant.
5.3 All contractual notices, bills and payments shall be made in writing and may be given by
personal delivery or by mail. Notices, bills and payments sent by mail shall be addressed as
follows:
City Consultant
Greg Gage Eva Player, P.E.
Municipal Utilities Dept. CH2MHilI
35 Cajon Street 402 West Broadway, Suite 1450
P. O. Box 3005 San Diego, CA 92101-3542
Redlands, CA 92373
When so addressed, such notices shall be deemed given upon deposit in the United States
Mail. In all other instances, notices, bill and payments shall be deemed given at the time of
actual delivery. Changes may be made in the names and addresses of the person to whom
notices, bills, and payments are to be given by giving notice pursuant to this paragraph.
ARTICLE 6 - INSURANCE AND INDEMNIFICATION
6.1 Consultant's Insurance to be Primary
All insurance required by this Agreement is to be maintained by Consultant for the duration
of this Project and shall be primary with respect to City and non-contributing to any
insurance or self-insurance maintained by the City. Consultant shall not perform any
services pursuant to this Agreement unless and until all required insurance listed below is
obtained by Consultant. Consultant shall provide City with Certificates of Insurance and
endorsements evidencing such insurance prior to commencement of work. All insurance
policies shall include a provision prohibiting cancellation of the policy except upon thirty
(30) days prior written notice to City.
6.2 Workers* Compensation and Employer's Liability
A. Consultant shall secure and maintain Worker Compensation and Employer's Liability
insurance throughout the duration of this Agreement in amounts which meet
statutory requirements with an insurance carrier acceptable to the City.
B. Consultant expressly waives all rights to subrogation against the City, its officers,
employees and volunteers for losses arising from work performed by Consultant for
City by expressly waiving Consultant's immunity for injuries to Consultant's
employees and agrees that the obligation to indemnify, defend and hold harmless
provided for in this Agreement extends to any claim brought by or on behalf of any
employee of Consultant. This waiver is mutually negotiated by the parties. This
shall not apply to any damage resulting from the sole negligence of City, its agents
and employees. To the extent any t�of the damages referenced herein were caused by
or resulted from the concurrent negligence of City, its agents or employees, the
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obligations provided herein to indemnify, defend and hold harmless is valid and
enforceable only to the extent of the negligence of Consultant,its officers,agents and
employees.
6.3 Comprehensive General Liability Insurance. Consultant shall secure and maintain in force
throughout the duration of the Agreement comprehensive general liability insurance with
carriers acceptable to City. Minimum coverage of one million dollars ($1,000,000) per
occurrence and two million dollars ($2,000,000) aggregate for public liability, property
damage and personal injury is required. Consultant shall obtain an endorsement that City
shall be named as an additional insured.
6.5 Business Auto Liability Insurance. Consultant shall have business auto liability coverage,
with minimum limits of one million{$1,000,000)per occurrence,combined single limit for
bodily injury liability and property damage liability. This coverage shall include all
consultant owned vehicles used on the project,hired and non-owned vehicles,and employee
non-ownership vehicles. Consultant shall obtain an endorsement that the City shall be
named as an additional insured.
6.6 Assignment and Insurance Requirements. Consultant is expressly prohibited from subletting
or assigning any of the services covered by this Agreement without the express written
consent of City. In the event of mutual agreement between parties to sublet a portion of the
Services, the Consultant will add the subcontractor as an additional insured and provide the
City with the insurance endorsements prior to any work being performed by the
subcontractor. Assignment does not include printing or other customary reimbursable
expenses that may be provided in this Agreement.
6.7 Hold Harmless and Indemnification. Consultant shall defend,indemnify,and hold harmless
City and its elected officials, employees and agents from and against any and all actions,
claims,demands,lawsuits,losses and liability for damages to persons or property,including
costs and attorney fees, that may be asserted or claimed by any person, firm, entity,
corporation, political subdivision or other organization arising out of or in connection with
Consultant's negligent and/or intentionally wrongful acts or omissions under this Agreement;
but excluding such actions,claims,demands,lawsuits and liability for damages to persons or
property arising from the negligence or intentionally wrongful acts of City, its officers,
employees or agents.
ARTICLE 7 - GENERAL CONSIDERATIONS
7.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of
this Agreement the prevailing party shall, in addition to any costs and other relief,be entitled
to the recovery of its reasonable attorneys' fees.
7.2 Consultant shall not assign any of the Services required by this Agreement,except with the
prior written approval of City and in strict compliance with the terms, provisions and
conditions of this Agreement.
7.3 Consultant's key personnel for the Project are:
Project Manager: Eva Plajzer, P.E. Project Manager
Consultant agrees that the key personnel shall be made available and assigned to the Project,
and that they shall not be replaced without concurrence from City.
7.4 All documents, records, drawings, designs, costs estimates, electronic data files and
databases and other documents developed by the Consultant pursuant to this Agreement and
any copyright interest in said above described documents,shall become the property of City
and shall be delivered to City upon completion of the Services, or upon the request of City.
Any reuse of such documents and any use of incomplete documents will be at City's sole
risk.
7.5 Consultant is for all purposes an independent contractor. All personnel employed by
Consultant are for its account only, and in no event shall Consultant or any personnel
retained by it be deemed to have been employed by City or engaged by City for the account
of or on behalf of City.
7.6 Unless earlier terminated, as provided for below, this Agreement shall terminate upon
completion and acceptance by City of the Services.
7.7 This Agreement may be terminated by the City, without cause. by providing ten (10) days
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prior written notice to the Consultant(delivered by certified mail,return receipt requested)of
intent to terminate.
Agreement for Engineering Services, Attachment A—Scope of Services Page 2
7.8 Upon receipt of a termination notice,Consultant shall(1)promptly discontinue all services,
and (2) deliver or otherwise make available to City, copies of any data, design calculations,
drawings, specifications, reports, estimates, summaries, and such other information and
materials as may have been accumulated by Consultant in performing the Services required
by this Agreement. Consultant shall be compensated on a pro-rata basis for work completed
up until notice of termination.
7.9 This Agreement, including the attachments incorporated herein by reference, represents the
entire agreement and understanding between the parties and any prior negotiations,proposals
or oral agreements are superseded by this written Agreement. Any amendment to this
Agreement,to be effective,shall be in writing and approved by the City Council of City and
signed by City and Consultant.
7.10 This Agreement shall be governed by and construed in accordance with the laws of the State
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of California.
IN WITNESS WHEREOF,duly authorized representatives of the City and Consultant have signed in
confirmation of this Agreement.
City of Redlands CH2MHilI
("City") ("Consultant")
B
By: y:
OR Kim Martin, P.E.
Vice-President
ATTEST:
B y
Lo ie Poyze
,0ity Clerk, CitWfedlands
Agreement for Engineering Services, Attachment A - Scope of Services Page I
AGREEMENT TO FURNISH ENGINEERING SERVICES
FOR WATER DISTRIBUTION HYDRAULIC MODEL UPDATE AND SYSTEM ANALYSIS
ATTACHMENT A
SCOPE OF SERVICES
Hydraulic Model Update and System Analysis
Project Understanding
The City of Redlands (City) has a need to update the existing hydraulic model because new
facilities have been implemented since the last model update in 2002. In addition, the City
desires to perform system analysis on various scenarios to help determine if changes to facilities
and/or operations will be beneficial to the City. The following scope of work details the
approach to update the model and perform the needed analysis.
In addition, the City seeks assistance with the preparation of the Urban Water Management
Plan(UWMP). The UWMP is a requirement of the California Water Code Chapter 2,Part 2.6,
Division 6 and has to be prepared by each water supplier in years ending in zero and five.
Scope of Work
Task 1 — Model Update
The existing hydraulic model of the potable system resides in H20NET version 3.5 and is
composed of the existing scenario (as of 2002),a 2010 scenario, and a buildout scenario. This
model is currently outdated because new facilities have been added to the system. A new
hydraulic model of the existing potable system will be constructed. The model will be built in
1420MAP version 6. Modeling the recycled water system is not included this scope. The
following sub-tasks detail the approach of the model update:
Model Construction-Facilities
Pipes
The City will provide a GIS coverage file of pipes and nodes for the model. CH2M HILL will
provide the City a list of the parameters that are required for these facilities. At a minimum, the
following parameters are needed for pipes and nodes:
• Pipes-diameter, length, status, pressure zone(pipe material and installation date are
desired)
• Nodes-elevation
Agreement for Engineering Services, Attachment A— Scope of Services Page
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Each pipe will be associated with two nodes, upstream and downstream,and each pipe and
node will have a unique identification number.
Valves
The City will provide a.GIS coverage file of all of its valves,with zone separation valves
identified (pressure regulating valves [PRVs], flow control valves [FCVs], zone isolation valves,
etc.). This GIS coverage will be used as a reference to the modeling files. Zone separation
valves will be added to the model. All other system valves will either be represented as a node
or removed from analysis. The City will perform the valve analysis, i.e. which valves stay in the
model and which need to be changed to a node. For the automatic valves, the City will provide
set points such as pressure settings or flow settings. If these set points are not available, the set
points defined in the previous model will be used. CH2M HILL will connect the zone
separation valves into the model. Our level of effort assumes that about 29 zone separation
valves in 15 locations will be added to the system model.
Pump Station
Previous modeling efforts (1998 Master Plan and 2002 model update) expended significant
effort in defining the pump stations within the City. This included detailed layout of pumps
within the pump stations and definition of pump curves. Development of this data is a
significant effort. CH2M HILL proposes to transfer the pump station data from the previous
models to this model. The data, such as pump curves and layouts will be provided to the City
for review. Data changes desired by the City will be made by CH2M HILL,but are assumed to
be minimal and confined to pump curves and minor layout modifications. Approximately 39
pumps in 14 locations will be transferred to the new model.
Storage Tanks
The storage tanks (about 17 tanks),with their accompanying data, will be transferred from the
previous models to the new model. Tank data from the model will be provided to the City for
review and necessary changes will be made.
Supply Points
The City has two main types of supply: wells and treatment plants. In the previous models,
these supplies were identified as point inputs, with surface elevation and a negative demand to
represent the input into the system.
The City will provide a GIS point coverage file identifying all well locations,potable and non-
potable. CH2M HILL will add these wells to the model and use the previous models to verify
connection to the system. CH2M HILL will review with the City connectivity of the wells to the
system. CH2M HILL proposes to represent the wells in the same way as they were represented
in the previous models. Supply flows as identified in the attached Table 1 will.be used in the
model.
The City operates two water treatment plants. These water treatment plants will be added to
the system and will be represented as a point, as in previous models, or as a reservoir,
depending on modeling needs.
Demands
CH2M HILL will work with the City to develop an approach for demand allocation using City's
meter records. The demand processing and assignment to nodes will be performed by the City.
The City will provide an electronic file,with node id and average day demand, to CH2M HILL.
Agreement for Engineering Services, Attachment A—Scope of Services Page 3
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Water use factors developed in the 1998 Master Plan will be used to peak the average day
demands to the desired demand levels.
Model Verification
The new model will be run in static mode and the results will be compared to the hydraulic
results from the previous models for the existing scenario. Our level of effort assumes that the
node pressures and NGLs will be within 10 percent of each other and only minor adjustments,
such as PRV settings, will be needed. If significant difference in the new model, as compared to
the 2002 model,exist CH2M HILL will coordinate with the City on the best approach to mitigate
the difference, which may or may not result in budget changes.
CH2M HILL assumes that all data provided by the City will be compatible with SSRI products
and contain appropriate information.
Task 2 — System Model Analysis
Flow Path Diagrams
An Excel spreadsheet will be set up to model flow paths within the City's system. Exhibit A
shows a sample flow path previously developed. This flow path diagram will be used in all
scenarios as a screening tool.
Scenario Definition Workshop
CH2M HILL will conduct a half day workshop with the City to demonstrate the updated model
and to further refine and add scenarios. The flow path diagram spreadsheet will be used as a
quick tool for initial screening of scenarios during the workshop. The workshop will also
define what constitutes acceptable system conditions for each of the discussed scenarios.
Scenario Evaluation
CH2M HILL anticipates that the scenarios discussed below are the minimum scenarios that will
be evaluated. Additional scenarios, as defined during the scenario definition workshop,can be
added to the scope,with contract amendments, at a later date.
Reservoir Reassignment—The feasibility of changing the one-million gallon reservoir at Texas
Street to non potable uses will be evaluated. A storage calculation will be performed to
compare storage needs vs. available storage before and after reservoir reassignment. The
hydraulic model will be used to determine impacts in the area if the tank is removed from the
potable system. The model will be run in the existing scenario under static conditions with
maximum day demands,peak hour demands, and reservoir refill conditions.
Bear Valley Canal Rehabilitation—This scenario will evaluate the hydraulic and capacity
benefits of lining this canal and converting it to convey water from excess capacity at Ford Park
wells, Agate 1, and Crafton wells to facilities in the north end of the system,Agate reservoir or a
blending station. Two flow conditions, 12 mgd and 24 mgd,between the facilities will be
evaluated. Facilities necessary to achieve this will be identified and sized preliminarily. The
model will be run in the existing scenario under static conditions with maximum day demands,
peak hour demands, and reservoir refill conditions. If water quality data for stable constituents
is available, a simple mass balance for the mixing points will be performed to determine
potential mixed concentrations of constituents.
Tate Water Treatment Plant Discharge Line Capacity—The model will be used to evaluate the
facilities that would be needed to increase the capacity of the discharge lines into the system
Agreement for Engineering Services, Attachment A— Scope of Services Page 4
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from the Tate Water Treatment Plant(WTP). Two capacity goals will be evaluated. Facilities
necessary to achieve this will be identified and sized preliminarily. The model will be run in the
existing scenario under static conditions with maximum day demands,peak hour demands, and
reservoir refill conditions.
Hinckley WTP Discharge Improvements—The City needs to determine the benefits from
increased capacity at Hinckley WTP as compared to current system operation to determine if the
system benefits justify investment in this WTP.Two capacity goals will be evaluated. Facilities
necessary to achieve this will be identified and sized preliminarily. The model will be run in the
existing scenario under static conditions with maximum day demands,peak hour demands, and
reservoir refill conditions.
Task 3—Cost Estimates
Capital costs for scenarios evaluated in Task 2 will be estimated. The cost estimates will be
order-of-magnitude budgetary level costs. The Association for the Advancement of Cost
Engineering (AACE International) defines order-of-magnitude costs as Class 5 cost estimates
that are approximate without detailed engineering data. Examples would include: (1) an
estimate from cost capacity curves, (2) an estimate using scale-up or scale-down factors,and (3)
an approximate ratio estimate. It is normally expected that an estimate of this type would be
accurate within+50 percent or-30 percent. I CH2M HILL will use the unit costs developed by
the U.S. Environmental Protection Agency in the report titled Standardized Costs for Water
Supply Distribution System,January 1992. These costs will be updated to 2005 levels with the
Engineering News Record (ENR)Construction Cost Index (CCI). Capital cost estimates for up
to four scenarios will be developed.
Task 4—Technical Memorandum
The documentation for this project will be developed in individual technical memoranda (TMS).
These TMs will become appendixes to the project TM at the end of the project. The project TM
will be an executive summary of all other TMs and not exceed 10 pages,including tables and
figures. The individual TMs will include:
1. Task 1 TM—This TM will document the model development,demands in the model,and
results comparison to the existing scenarios in the previous models.
2. Task 2 TM—This TM will document the scenario development workshop and the final
scenarios to be carried forward for detailed analysis.
3. Task 3 TM—This TM will document the analysis results for the analyzed scenarios and the
capital cost estimates.
A PDF electronic copy of each TM will be provided the City of review. The City will provide
comments that will be discussed with CH2M HILL via a conference call. Comment resolution
will be agreed upon by the City and CH2M HILL. CH2M HILL will incorporate changes and
submit the final TM as part of the project TM. Resolution of comments that require additional
analysis that is outside of this scope or is a significant revision of the scenario parameters may
require contract revisions with scope and fee additions. Five copies of the project TM will be
I The percentages included with the definitions above should be viewed as statistical confidence limits,and should not be
confused with contingencies,
Agreement for Engineering Services, Attachment A— Scope of Services Page 5
provided for City review. Only resolution of comments on the executive summary is included
in this scope. Additional comments on the individual TMs will be discussed with the City and
need for scope and fee revisions determined.
Task 5 — UWMP Support
CH2M HILL will provide as needed support to the City for the preparation of the UWMP as
required by the California Water Code. The support will be composed of reviewed data,
providing comments, meeting with City staff to evaluate approach, and providing a report
template in MS WordTM for City use. This task is limited to a total fee of$10,000. CH2M HILL
shall not be obligated to perform work beyond this budget,and the City shall not be obligated
to compensate CH2M HILL beyond the budget for this task unless the City approves.
AGREEMENT TO FURNISH ENGINEERING SERVICES
FOR WATER DISTRIBUTION HYDRAULIC MODEL UPDATE AND SYSTEM ANALYSIS
ATTACHMENT B
PROJECT SCHEDULE
CI-12M HILL will initiate work immediately upon receipt of a notice to proceed. The technical
work for model update is estimated to be completed within four weeks after all data is received
by CH2M HILL. Model analysis is estimated to be completed within 4 weeks after the model is
deemed acceptable. A draft TM will be issued approximately two weeks later and a final TM
two weeks after City of Redlands and CH2M HILL adjudicate the review comments. The
project is forecasted to end by December 31, 2005.
AGREEMENT TO FURNISH ENGINEERING SERVICES
FOR WATER DISTRIBUTION HYDRAULIC MODEL UPDATE AND SYSTEM ANALYSIS
ATTACHMENT C
PROJECT COSTS
The work presented in the Scope of Services (Exhibit A) will be completed for the not to exceed
amount of$60,000 based upon the table below,and in accordance with Exhibit D-"Rate Schedule".
CH2M HILL shall not be obligated to perform work beyond this fee, and the City shall not be
obligated to compensate CH2M HILL beyond this fee for this project unless the City approves.
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Description Hours Labor Expenses Total
Task I -Model Update 12 $16,491 $858 $17,349
Task -2 -System Model Analysis 100 $15,248 $669 $15,917
Task 3 -Cost Estimates 28 $3,232 $190 $3,422
Task 4-Technical Memorandum 88 $12,660 $652 $13,312
Task 5 - UWMP Support 58 $9,338 $662 $10,000
Total 395 $56,969 $3,031 $60,000
AGREEMENT TO FURNISH ENGINEERING SERVICES
FOR WATER DISTRIBUTION HYDRAULIC MODEL UPDATE AND SYSTEM ANALYSIS
ATTACHMENT [) - RATE SCHEDULE
Classification Hourly Rate
PrincipaKSeniorConau|tant $191
Senior Project Manegor $168
Project Manager/Construction Mgr. $161
@r. Enginoer/ScienUot $161
Task MQr/p 'ectEnginemr/Amnno. Pnoj. Mgr. $146
Contracts/Procurement $136
Assoc. Engineer/Scientist/Planner $125
Resident Engineer $125
StsDEngineer/Goienhst/P|anner $103
Senior Inspector $103
Senior Technician $121
Staff Technician $94
Junior Technician $76
Technical Editor $94
Administration/Accounting $75
Administrative Aide $86
Expenses
Expense Type Estimating Method Rate
Communications Note a Service Center $1.20
Health & Safety Assessment Note b Service Center $1.70
Computer Resources Note a Service Center $4.65
Photo Copies Service Center $0.040
Reprographics Service Center varies
Auto mileage Travel $.405/mile + 10%
Auto Rental Travel Actual+ 10%
Other Travel (FTR Guidelines) Travel Actual+ 10%
1Equipment Rental Operating Expense Actual+ 10%
Postage/Freight Operating Expense Actual + 10%
Subcontractors Outside Service Actual + 10%
Assessment applies to all labor hours
wmo» Assessment applies toall Health & Safety trained individuals
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